Executive Assistant

Job Description

We are seeking a talented and highly efficient Executive Assistant to support one of our senior executives in their daily activities. This critical role helps ensure that the needs of the senior executive and their team are met and that all necessary tasks and interactions are handled with the required confidentiality.

Main tasks

• End-to-end management and prioritization of an executive’s schedule, taking into account the requirements arising from various roles and responsibilities
• Prioritizing and categorizing meeting requests based on input from the executive and in consultation with the office manager
• Regular updating of the appointment log (updating and entering information into the database)
• Ensuring that supporting documents and background materials are available for the meetings (uploading them to the dedicated corporate tool or, if necessary, preparing handouts)
• Monitoring deadlines and ensuring adequate preparation time for important presentations, meetings, projects, travel, and upcoming business initiatives
• Setting up and managing paper or electronic files, recording information, updating documents, or storing documents such as attendance records, correspondence, or other materials
• Assist with monitoring deadlines in collaboration with the executive member’s office manager
• Arranging bookings and business travel for the executive member (including close monitoring of transfers, check-in, and all relevant arrangements)
• Reimbursement of expenses for the executive member
• Review of the internal system for approving absences and travel (as the delegate of the executive member in the corporate tool)
• Handling/reviewing daily incoming correspondence addressed to the executive member: opening, reviewing, and forwarding it to the relevant departments/responsible individuals, or compiling relevant information to ensure a timely response and internal information flow

Requirements

• At least 7 years of professional experience as an executive assistant reporting directly to senior management
• Strong organizational, project management, and problem-solving skills, coupled with excellent multitasking abilities
• Excellent interpersonal skills, time management, strong communication and active listening skills, flexibility
• Friendly and professional demeanor
• Cooperation and Team Spirit
• Languages: English is required; Italian, French, and/or German would be a significant advantage
• Advanced Microsoft Office skills, including the ability to become familiar with company-specific programs and software

Our values

• Responsibility: Taking responsibility for tasks and challenges, and continuous improvement
• Hands-on: Proactive delivery of high-quality results
• Passion: Commitment and pursuit of excellence
• Solution-oriented: Focus on customer results